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Some questions regarding 'live' events are here to give you an idea of what I'd ask, but it's not a problem if things are still being decided:

What is the purpose of the event, and what would you like me to capture?

E.g. is it a training day or a strategy meeting? Is it a conference or a group discussion?

Date, start time and location of the event?

Length of time you would like someone to be there capturing content?

Size and nature of the event, e.g. is it a large conference of 300 people or a smaller meeting in one room with a few people?

Will they be split into separate groups and if so will they feed back in plenary, or will you need more than one graphic artist present if there are several discussions going on simultaneously?

Is there a flat, unobstructed wall space at the venue to work on?

Would you like the image captured digitally for online or print use?

Is the intention to use the image after the event or to display the physical image in your workspace? If so would it help to keep within any specific dimensions? I can work big e.g. 4 metres wide, or small e.g. sketchbook size.